CODI Board Job Descriptions

For use by Board Nominees and New Members

Herein are contained job descriptions for the following elected positions:

President
Vice President/President Elect
Past President
Secretary
Treasurer
Product Liaison

Member-at-Large for:

• Communications
• Regional User Group Liaison
• Special Interest Group Liaison
• Membership Liaison

Job descriptions for the following appointed positions are also included.

Newsletter Editor
Membership Services Coordinator (not available yet)

Officer: President

Description developed by: Sharon Winters 3/96

Susan Johns 5/98

Greg Nelson, 1/02

Vicki Teal Lovely, 12/04

PRIMARY TASKS

*Provide Strategic Direction for the Organization

Prepare a work program and budget based on CODI goals and objectives at beginning of term.

• Seek membership input on development and implementation of initiatives throughout the year
• Work collaboratively with Dynix, Inc. to resolve membership concerns
• In conjunction with the Board, review the CODI Operations Calendar to be certain that it is in compliance with the Bylaws, conference planning deadlines and other influences on tasks and deadlines.

*Conduct Board and Membership Meetings

• Establish board meeting protocols and meeting schedule at the beginning of each term
• Conduct meetings using Robert’s Rules of Order; facilitate decision-making by asking for clarification and synthesizing discussion points; do not vote except as tie-breaker in roll call vote
• Work with CODI Secretary to formulate agenda prior to meetings as described in bylaws
• Work with Dynix Conference Planner to schedule CODI meetings at library conferences such as ALA, PLA, ACRL, Computers in Libraries (3-4 months in advance of each event)
• Work on site selection and planning for Annual CODI Conferences with CODI Conference Planner and Standing Conference Committee (block hotel and conference facilities, contract development and negotiation)
• Arrange, attend and chair informational membership meetings at ALA mid-winter and summer conferences
• Preside over membership meeting and keynote sessions at annual CODI Conference

SECONDARY TASKS

*Communication

• Write a regular column for CODI newsletter
• Oversee all publications of the organization, both print and media
• Subscribe to Dynix_l, horizon-l and other CODI listservs and stay in touch with member concerns
• Respond to queries about CODI membership and activities
• Appoint attendees to international user group conferences (usually the Past President)

*Appoint Committees, Task Forces and Positions as Necessary

Current standing committees: Nominating Committee, Enhancement and Development Committee, Conference Planning Committee, Membership Committee, Communications Committee.

• Review members of standing committee and appoint new ones as necessary
• Review existing Ad Hoc committees and members and appoint new committees and members as necessary
• Review existing Task Forces and members and appoint new task forces and members as necessary

Current appointed volunteer positions: Newsletter Editor.

Current paid positions: Membership services coordinator.

• Work with Board to appoint these positions when vacancies arise

*Misc

• Review status of escrow account each year
• Turn over all pertinent documents, correspondence, and contracts related to CODI to the incoming VP and Membership Services chair at completion of term.
• Work with VP, Past President, CODI Conference Planner, CODI Standing Conference Committee, and Board to review immediate and long-term Conference arrangements
• Work with Past President, VP and CODI Conference planner to select future CODI Conference sites

Officer: Vice President/President-Elect

Description developed by: Kate Olsen, 3/96

Susan Johns, 5/98

Greg Nelson, 1/02

Vicki Teal Lovely, 12/04

PRIMARY TASKS

*Organize Annual CODI Conference as Conference Chair

• Create overall conference vision and theme
• Work with Conference Subcommittee Chairs, Conference Planning Committee, Membership Services Coordinator, Treasurer, and CODI Conference Planner on Conference details
• Appoint Conference Chairs for appropriate Conference Subcommittees (e.g., Program, Local Arrangements)
• provide them with task list and time line
• forward to them previous years’ information, evaluations, etc.
• Attend conference planning meetings scheduled in conjunction with annual CODI Conference and/or ALA
• Work Closely with CODI Conference Planner on catering, transportation, and hotel details
• Three months prior to conference, membership registration and preliminary program information, needs to be IN THE MAIL
• Two months prior to conference, AV requests, program handouts, room scheduling and other arrangements need to be finalized
• One month prior to conference program material and volunteers need to be finalized
• Refer to the Conference Planning Timeline for a detailed check list of event milestones
• Upon conference completion, review and update the Conference Planning Timeline for the next Conference Planning Committee
• One month after the conference, submit a written conference report to the CODI Board
• Turn over all previous year's conference material to the incoming VP
• Assist the incoming VP with conference planning for the next conference and serve on the Conference Planning Committee as a mentor
• Turn over all previous year's contracts, correspondence, and other documents to the Membership Services Coordinator
• Work with President, Past President, CODI Conference Planner, CODI Conference Planning Committee, and Board to review immediate and long-term Conference arrangements
• Work with President, Past President and CODI Conference planner to select future CODI Conference sites

SECONDARY TASKS

*Become familiar with on-going CODI projects

• Request brief summaries and status reports on existing projects as necessary
• Incorporate existing project needs and discussions into paper presentation at CODI Conference
• Subscribe to horizon-l, Dynix_l, and any other CODI listservs, and listen to membership issues and concerns and incorporate forums and exchanges within context of conference
• Work with President and Treasurer to formulate next year’s budget and work plan

*Perform duties in absence of President

• Observe and learn from current CODI president
• Understand content and current board meeting procedures
• Understand content and current membership meeting procedures
• Attend and chair informational membership meeting at ALA if president is unable (June)

Officer: Past President

Description developed by: Sharon Winters, 3/96

Susan Johns, 5/98

Greg Nelson, 1/02

Vicki Teal Lovely, 12/04

PRIMARY TASKS

*Serve as Chair of Nominating Committee

• Work with Secretary to identify vacancies
• Review job descriptions for these positions and make them available to candidates and newly-elected officers
• Recommend persons to the President who, together with the Chair, will nominate candidates for the CODI VP position and any officer or non-officer position slated for election, or any other vacant position
• Request and collect candidate statements from each nominee for inclusion and publication in the ballot
• Work with CODI Membership Services Coordinator and Secretary to produce and mail ballots by bylaw deadline
• Work with CODI Membership Services Coordinator to maintain CODI Board member resources web site
• Work with the CODI Membership Services Coordinator and Secretary to track expiration of term of office and number of terms of office service by each board member position and committee chairs and members

*Turn over any pertinent documents, contracts, or correspondence to the President and/or Membership Services Coordinator

*Act as liaison with International Federation of Dynix Users Groups

• Maintain contact with international groups
• Act as host to the international user groups representatives at the annual CODI Conference
• Attend international user group meetings as CODI representative or work with President to find alternate representative
• Provide CODI Conference Chair and Membership Services Coordinator with mailing addresses for international user group representatives
• Host quarterly federated chat via phone during the three quarters other than that of the CODI Conference
• Host an annual federated Summit in conjunction with the CODI Conference
• Issue conference and paper presentation invitations to international delegates
• Conduct application process for supplemental funds to the annual CODI Conference for international user group representatives

SECONDARY TASKS

• Attend all CODI Board and Membership Meetings
• Attend and chair informational membership meeting at ALA-Midwinter, if president is unable
• Work with President, VP and CODI Conference planner to select future CODI Conference sites
• Serve on committees and task forces as assigned
• May be asked to prepare and conduct informational meetings for members at related conferences: PLA, ACRL, ALA, etc.
• Subscribe to Dynix_l, horizon-l and other CODI listservs and stay in touch with member concerns

Officer: Secretary

Description developed by: Bonnie Trahan, 3/96

Susan Johns, 5/98

Greg Nelson, 1/02

Vicki Teal Lovely, 12/04

PRIMARY TASKS

*Prepare and distribute agenda prior to all Board meetings

• Distribute preliminary agenda at least 10 days prior to a meeting via email
• Distribute final agenda via email 2-3 days prior to meeting
• Include all reports prepared by Board members as attachments to the agenda

*Attend, record, and distribute proceedings of all Board meetings

• Distribute minutes to Board members within 7 working days
• Board members have until the next regular Board meeting to make corrections
• Following approval at the Board meeting, email revised minutes to all Board members and submit to the Membership Services Coordinator to be posted to the CODI secure web site and index in the CODI newsletter
• Notify membership when minutes are posted

*Conduct elections in accordance with the Bylaws

• Work with CODI Membership Services Coordinator and Past President to produce and distribute ballots by bylaws deadline
• Tabulate results of ballots received by return deadline stated in bylaws
• Report results to CODI president and Board and for inclusion in a future newsletter
• Notify election candidates and members of election results

*Attend, record, and distribute proceedings of the CODI Membership meetings

• Prepare agenda at least 60 days in advance (usually with preliminary program
• Distribute final agenda to Board via email
• Post final agenda to conference handouts web page and print in the conference program
• Distribute Membership meeting minutes to Board within 30 working days
• Board members have until the next regular Board meeting to make corrections
• Following approval at the Board meeting, email revised minutes to all Board members and submit to the Membership Services Coordinator to be posted to the CODI secure web site and index in the CODI newsletter
• Notify membership when minutes are posted

*Disseminate and maintain minutes or notes of record on all Informational meetings

• If secretary is able to attend Informational meetings at secondary conferences, prepare agenda, record, disseminate, and maintain minutes or notes of record from those Informational meetings.

*Maintain current list of Board members

• Work with the Membership Services Coordinator to maintain the electronic list of Board members at the beginning of each term of office or as positions become vacant and/or are filled
• Work with the CODI Membership Services Coordinator and Past President to track expiration of term of office and number of terms of office service by each board member position and committee chairs and members

*Maintain and forward archive files of minutes, correspondence and all standing rules of CODI

• Work with Membership Services Coordinator to post and maintain all of the above
• Maintain a topical index of minutes

SECONDARY TASKS

• Deliver over to the successive Secretary, or to the President, all books and other property at the expiration of term of office
• Respond to inquires from new clients and current members about membership issues or forward to the appropriate person as necessary
• Coordinate with the Membership Services Coordinator, Membership Liaison (Member at Large) and Treasurer concerning membership enrolment issues and record keeping
• Subscribe to Dynix_l, horizon-l and other CODI listservs and stay in touch with member concerns

Officer: Treasurer

Description developed by: Catherine Schappert, 3/96

Susan Johns, 5/98

Greg Nelson, 1/02

Bryan Leithiser, Vicki Teal Lovely 12/04

PRIMARY TASKS

*Serve as principal liaison with CODI Bank

*Responsible for certificates of deposit held by CODI; record interest received

*Keep an account of all funds received and expended, and make disbursements as authorized by the Board

*Complete paperwork required by member libraries’ purchasing offices (e.g., W-9)

*Make deposits as necessary in a timely fashion

*Make disbursements as necessary in a timely fashion

*Work with accountant, legal services and payroll service to verify funds and disbursements

SECONDARY TASKS

*Respond to inquires from new clients and current members about membership issues or forward to the appropriate person as necessary

*Coordinate with the Membership Services Coordinator, Membership Liaison (Member at Large) and Secretary concerning membership enrollment issues and record keeping

*Subscribe to Dynix_l, horizon-l and other CODI listservs and stay in touch with member concerns

*Participate in the Board Meeting and provide Treasurer’s report at each meeting

*Monthly Duties

• Prepare Treasurer’s Report monthly and email to CODI Board Members
• Receive bank statement, reconcile checking account, record interest received
• Prepare Membership Services Coordinator payroll for Payroll firm

*Seasonal Duties

• Insure the completion of W-2 to Membership Services Coordinator and files Form 1099-Misc with the IRS from Payroll firm
• Prior to March 15, coordinate preparation and filing of Federal Income Tax document for previous year with accountant
• Consult with Membership Services Coordinator on preparation of annual membership dues invoices and forms to be posted on the web or otherwise distributed to the membership
• Receive membership renewals, record, and forward renewal forms to Membership Services Coordinator; mail bank deposits to Zions Bank in Provo

*Conference Duties

• Work with the Conference Planning Committee to develop the conference Registration form
• Assure that conference registration fees will be received and handled appropriately
• See that membership issues and conference registration difficulties are handled in a timely and effective manner

Product Liaison

Description developed by: Vicki Teal Lovely, 12/04

PRIMARY TASKS

*Attend CODI Board and Membership Meetings

• Listen actively and contribute at all Board meetings, keeping in mind both the perspective of your institution and the general CODI membership
• Share information you’ve obtained at your regional user group meetings and from other sites that may have contacted you with CODI concerns
• Be willing to take on related tasks as needed, including research, exploring options and presenting short reports to the Board at large; polling the membership, etc.
• Be willing to take on committee assignments of short duration

*Product Liaison

• Chair the Enhancements Committee
• Work with Dynix to assure that the Enhancements database is working correctly
• Assure that documentation on how to use the Enhancements database is clear and up to date
• Work with Dynix to add improvements to the Enhancements database as necessary and as warranted by changes in the enhancements workflow
• Work with the Enhancements Committee and Dynix to continually refine the enhancements process
• Work with the Special Interest Group Member at Large to solicit input on enhancement requests from special interest groups as appropriate
• Monitor the CODI membership and work with Dynix and the Enhancements Committee to develop changes to the enhancements process as warranted by changes in the needs of the membership

SECONDARY TASKS

*Subscribe to Dynix_l, horizon-l and other CODI listservs and stay in touch with member concerns

Officer: Member at Large, Communications

Description developed by: Susan Johns, 5/98

Greg Nelson, 1/02

Vicki Teal Lovely, 12/04

PRIMARY TASKS

*Attend CODI Board and Membership Meetings

• Listen actively and contribute at all Board meetings, keeping in mind both the perspective of your institution and the general CODI membership
• Share information you’ve obtained at your regional user group meetings and from other sites that may have contacted you with CODI concerns
• Be willing to take on related tasks as needed, including research, exploring options and presenting short reports to the Board at large; polling the membership, etc.
• Be willing to take on committee assignments of short duration

*Communications

• Monitor and maintain electronic publications on CODI Web Page
• Assist in creation/mounting of electronic conference proceedings
• Assist in creation and maintenance of various CODI databases on the Web
• Assist the Board in researching and undertaking various electronic means to convey information to the CODI membership at large
• Assist the CODI Membership Services Coordinator with the web maintenance tasks as necessary (e.g., see that correct software is provided, Internet access is suitable and that equipment is up to date)
• Assist the Board and the Membership Services Coordinator with assessing, researching and prioritizing web related projects

*Subscribe to Dynix_l, horizon-l and other CODI listservs and stay in touch with member concerns

Officer: Member at Large, Regional User Group Liaison

Description developed by: Susan Johns, 5/98

Vicki Teal Lovely, 12/04

PRIMARY TASKS

*Attend CODI Board and Membership Meetings

• Listen actively and contribute at all Board meetings, keeping in mind both the perspective of your institution and the general CODI membership
• Share information you’ve obtained at your regional user group meetings and from other sites that may have contacted you with CODI concerns
• Be willing to take on related tasks as needed, including research, exploring options and presenting short reports to the Board at large; polling the membership, etc.
• Be willing to take on committee assignments of short duration

*Regional User Group Liaison

• Maintain contact with current regional user group officers and contacts
• Monitor and maintain the Regional User Group page on the CODI web site and keep the Membership Services Coordinator apprised of any changes in contacts, meetings, agendas and minutes
• Provide email lists and other CODI support to the various regional user grouprepresentatives
• Attend regional group meetings when possible, listening to member concerns and issues of interest at the grassroots level
• Report to the Board any additional regional concerns or issues at regular Board meetings
• Query or survey regional groups at Board request as necessary
• Facilitate an annual meeting for representatives of Regional User Groups in conjunction with the CODI Conference
• Assist new regional user groups with initial organization and startup

SECONDARY TASKS

*Subscribe to Dynix_l, horizon-l and other CODI listservs and stay in touch with member concerns

Officer: Member at Large, Special Interest Group Liaison

Description developed by: Vicki Teal Lovely, 12/04

PRIMARY TASKS

*Attend CODI Board and Membership Meetings

• Listen actively and contribute at all Board meetings, keeping in mind both the perspective of your institution and the general CODI membership
• Share information you’ve obtained at your regional user group meetings and from other sites that may have contacted you with CODI concerns
• Be willing to take on related tasks as needed, including research, exploring options and presenting short reports to the Board at large; polling the membership, etc.
• Be willing to take on committee assignments of short duration

*Special Interest Group Liaison

• Maintain contact with current special interest group officers and contacts
• Monitor and maintain the Special Interest Group page on the CODI web site and keep the Membership Services Coordinator apprised of any changes in contacts, meetings, agendas and minutes
• Provide email lists and other CODI support to the various special interest group representatives
• Attend special interest group meetings when possible, listening to member concerns and issues of interest at the grassroots level
• Report to the Board any additional special interest group concerns or issues at regular Board meetings
• Query or survey special interest groups at Board request as necessary
• Facilitate annual meetings for the various special interest groups in conjunction with the CODI Conference
• Assist new special interest groups with initial organization and startup
• Monitor the CODI membership for areas where a new special interest group might be warranted and recruit leadership for the new group
• Help identify institutions and contacts to lead special interest groups
• Help identify focus group topics
• Work with the Enhancements Committee to solicit regular input from the special interest groups on enhancement requests

SECONDARY TASKS

*Subscribe to Dynix_l, horizon-l and other CODI listservs and stay in touch with member concerns

Officer: Member at Large, Membership Liaison

Description developed by: Vicki Teal Lovely, 12/04

PRIMARY TASKS

*Attend CODI Board and Membership Meetings

• Listen actively and contribute at all Board meetings, keeping in mind both the perspective of your institution and the general CODI membership
• Share information you’ve obtained at your regional user group meetings and from other sites that may have contacted you with CODI concerns
• Be willing to take on related tasks as needed, including research, exploring options and presenting short reports to the Board at large; polling the membership, etc.
• Be willing to take on committee assignments of short duration

*Membership Liaison

• Work with Membership Services Coordinator and Dynix to assure that new Dynix customers are informed of CODI and the benefits of CODI membership
• Work with the Membership Services Coordinator to Maintain the Membership Services web page on the CODI web site
• Make regular reports to the membership on membership issues
• Conduct new member drives as necessary

SECONDARY TASKS

*Subscribe to Dynix_l, horizon-l and other CODI listservs and stay in touch with member concerns

Newsletter Editor

Description developed by: Bev Robertson, 5/98

Susan Johns, 5/98

Greg Nelson, 1/02

Vicki Teal Lovely, 12/04

PRIMARY TASKS

• Produce quarterly newsletters
• Work with various Board members for solicitation and gentle reminders of material due, such as minutes, President's letter, feature articles, etc.
• Solicit submissions by members for inclusion
• Solicit submissions from regional users groups and special interest groups as appropriate
• Solicit submissions by Dynix staff as appropriate and timely
• Consult previous editions and formats, particularly for content and timely issues to be addressed
• Edit and format copy received from members and Board members
• Submit to Membership Services Coordinator to be posted on the CODI web site
• Announce the availability of the newsletter to the membership
• Maintain back issues; requests for back issues can be fowarded to Membership Services Coordinator